Client Accounts Assistant

Chapman and Cutler LLP; New York (NY); Hybrid; USD 74,000 - 95,000; Full time

Job summary

Chapman and Cutler LLP in New York is seeking a Client Accounts Assistant to support billing and collections in the Financial Management Department. The role ensures accurate client account setup and manages invoicing with cross-functional teams.

This position requires in-office presence with some remote work flexibility. Minimum qualifications include a bachelor’s in accounting/finance or related field, plus at least two years in billing/collections.

Qualifications

• Bachelor’s degree preferred but not required; accounting/finance/business background preferred.
• Minimum two years of specialized experience in billing, collections, or account management.
• Law firm or professional services experience preferred; experience with Aderant is a plus.
• Strong attention to detail, communication, and time-management skills.
• Ability to work independently and collaboratively with lawyers and staff.

Responsibilities

• Review rates and fee arrangements against client guidelines; monitor caps and budgets.
• Provide proforma documents to Matter Billing Partners in a timely manner.
• Document disbursements on invoices and assist with time entry adjustments.
• Maintain familiarity with e-billing platforms and electronic billing processes.
• Verify billing data accuracy and resolve e-billing discrepancies.
• Monitor invoices for approval or payment and update senior staff.
• Communicate with clients for invoice follow-ups and collections; prepare ad hoc reports.
• Assist with monthly billing and collections forecasts and cross-training.
• Develop collaborative relationships to ensure adherence to billing requirements.

Skills

Billing

Collections

Attention to detail

Communication skills

Time management

Team collaboration

Microsoft Office

Education

Bachelor’s degree in Accounting/Finance/Business preferred

Tools

Aderant

e-billing platforms

Excel

Time entry systems

Job description

Chapman and Cutler LLP is seeking to hire a Client Accounts Assistant to join the Financial Management Department. The Client Accounts Assistant supports the Firm’s billing and collections processes. Under the direction of the Client Accounts Manager and in close collaboration with the Senior Client Accounts Specialists, this role helps ensure accurate client account setup for billing, collection arrangements, and inventory management of client portfolios. In addition, the Client Accounts Assistant collaborates with legal teams, as directed, on invoicing and collections. The position requires an in-office presence but includes flexibility for some remote work.

The responsibilities of the Client Accounts Assistant includes:

• Reviews rates and ensures the fee arrangement aligns with the client’s outside counsel guidelines; monitors fee caps, tier discounts, and matter budgets; and escalates potential issues (e.g., delayed billings, exceeding fee caps, etc.).
• Ensures Matter Billing Partners (MBPs) receive accurate proforma documents and submit responses in a timely manner.
• Ensures disbursements are properly documented and included on invoices and assists with time entry adjustments and time transfers in accordance with the Firm’s governance policies and processes.
• Maintains familiarity with e-billing platforms and a solid understanding of electronic billing processes related to managing inventory, including:
• Reviews and verifies billing data for accuracy and ensures compliance with client billing requirements.
• Addresses routine e-billing discrepancies and escalates complex issues as appropriate.
• Monitors invoices for approval and/or payment and keeps senior team members updated.
• Communicates with and contacts clients as requested or as established, including following up on standard invoices and e-billing collections.
• Responds to inquiries relating to accruals, billing, and payment information as assigned; prepares ad hoc reports upon request.
• Assists with monthly billing and collections forecasts as needed.
• Participates in cross-training and knowledge-transfer initiatives to maintain knowledge of assigned matters and departmental processes.
• Develops and maintains professional, collaborative relationships with internal teams to ensure adherence to billing requirements and client guidelines.
• Engages in ongoing process improvement initiatives within their area of responsibility and the Client Accounts team.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree preferred but not required; degree in Accounting, Finance, or Business preferred
• Minimum of two (2) years of specialized experience in billing, collections, or account management
• Law firm or professional services experience preferred
• Experience with Aderant preferred
• Hands-on experience performing complex accounting analyses
• Strong attention to detail
• Excellent written and verbal communication skills
• Strong business acumen; ability to organize time, prioritize workload effectively, and work independently
• Demonstrated client-service mindset and ability to communicate effectively with lawyers, business professionals, and peers
• Experience working independently and within cross-functional teams in a collaborative, professional environment
• Ability to analyze pertinent information, anticipate issues and outcomes, and make sound decisions
• Ability to exchange information, present ideas, prepare accurate and detailed work product, and report clearly and concisely
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Basic math skills sufficient to perform billing and reporting tasks
• Strong critical-thinking and problem-solving skills required to perform the essential functions of the role
• Ability to maintain focus for sustained periods to perform the essential functions of the role
• Ability to apply consistent reasoning to reach conclusions to perform the essential functions of the role
• Demonstrates good judgment and decision-making in performing the essential functions of the position
• Committed to following all Firm security protocols and maintaining information security

In accordance with the New York Pay Transparency Law, the expected salary range for this New York position is $74,000-$95,000. The benefits overview for this position is available for review at the below link.

Benefits Overview

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.